Catch billing errors before approval
Catch billing errors before approval as the agent checks every line against work orders, contracts and rates.
Invoices arrive faster than anyone can check them, and the errors that cost money hide in the detail: a rate above contract, a job that was never finished, an invoice billed to the wrong address. The invoice processing agent checks every invoice against the work order, the contract and the approved quote before it reaches approval, so errors are caught before payment, not after.
These five short videos follow a batch of vendor invoices through Acme Facilities, a fictional organisation, from the moment the PDFs arrive to the point each one is approved, sent back or handed to a person. You'll see what the agent checks on every invoice, and where your team still makes the call.
Overview
AI invoice agent: Invoice checks and vendor reconciliation
Invoice processing, vendor reconciliation and budget tracking handled by an AI finance agent. A 2-minute demo.
Invoices that pass
AI invoice validation: Clean invoice auto-routed to approval
An invoice that passes every check against the work order and contract goes straight to approval. See the AI validator at work.
Coming soon
Invoices that fail
AI invoice validation: Invoice mismatch caught and rejected
An invoice that doesn't match the record is rejected before payment, with the reason sent back to the vendor.
Coming soon
Invoices a person decides
AI invoice validation: Advisory flags for the human approver
Advisory flags inform the approver without blocking payment, so the final call on each invoice stays with your team.
Coming soon
Before and after
| Area | Before | With the invoice processing agent |
|---|---|---|
| Reads every invoice as it arrives | An accounts payable clerk keys each invoice into the system by hand before any checking starts. | Every invoice is read as it arrives, and only the ones the agent can't read cleanly reach a person. |
| Matches each invoice to the work order | Someone searches the CMMS for the work order behind each invoice and checks the job was finished. | Each invoice is tied to its completed work order, and the ones without a clear match go to the person who knows the job. |
| Checks rates against the contract | Rates are checked against the contract only when someone has time, usually on the larger invoices. | Every line on every invoice is checked against the contracted rate and the approved quote before approval. |
| Catches tax, address and duplicate errors | Tax and address details are spot-checked at best, and duplicates are found when the vendor's statement doesn't reconcile. | Every invoice is checked for tax, address and duplicates, and the ones that fail go back to the vendor before approval. |
| Routes clean invoices for approval | Approvers receive a pile of invoices with no clear view of which ones were checked and which need a decision. | Approvers see clean invoices with the evidence attached, and each exception reaches the person who can resolve it. |
How the invoice processing agent goes live with your team
Our FM Ops Engineers build the invoice processing agent around your contracts, rate cards and approval rules, then run it and keep fine-tuning it with you. Your team needs no training, and where it runs today that has meant 80% less manual bill processing.
- 01 We learn your operation Our FM Ops Engineers sit with your team and map how work is assigned today.
- 02 We build the agent Your rules, sites and vendors, built into the agent with you.
- 03 We run it Deployed, maintained and fine-tuned by our team. Your team gets the outcome.
